About The Position
The Program Coordinator II is responsible for coordinating activities associated with a specific program or group of programs in a specialty/functional area including scheduling, coordination of communication, data management, document preparation, and process improvement. The Program Coordinator II will also provide proposal support with technical input and development of relevant program experience/past performance.
This is a full-time opportunity that will be required to work on site at the University of Texas San Antonio, Military Health Institute in San Antonio, TX. Background checks will be administered.
Salary Range
$80,000 - $90,000. Salaries are determined based on several factors including external market data, internal equity, and the candidate’s related knowledge, skills, and abilities for the position.
Qualifications:
Bachelor’s degree in business, healthcare/sciences, project management, research administration, or a related field, or equivalent combination of education and experience
Minimum 3–5 years of progressively responsible experience in project/program coordination, project management, research administration, healthcare, federal programs, or related fields
Demonstrated experience coordinating multiple stakeholders, meetings, schedules, deliverables, action items, and competing priorities across complex programs
Experience developing and maintaining project management tools such as integrated schedules, action trackers, dashboards, risk/issue logs, decision logs, and performance measures
Strong written and oral communication skills with demonstrated ability to interact professionally with senior leaders, investigators, program staff, and external partners
Ability to exercise independent judgment, anticipate follow-up requirements, identify potential delays or risks, and escalate issues appropriately in a fast-paced environment
Experience supporting federally funded research, DoD programs, academic research, consortiums, centers, or other multi-institutional initiatives preferred
Knowledge of military health, human performance, trauma research, federal R&D, DARPA, Other Transaction Authorities (OTAs), Research Project Agreements (RPAs), or sponsored research preferred
PMP, CAPM, or other project management training/certification preferred
Responsibilities:
Program Coordination and Portfolio Management
- Support execution and maintenance of program plans, governance frameworks, POA&Ms, communications cadence, research planning processes, risk-management processes, and sponsor reporting requirements.
- Coordinate program operations and activities, including governance meetings, working groups, committee meetings, research planning sessions, stakeholder engagements, workshops, symposia, and special initiatives.
- Develop agendas; coordinate scheduling, logistics, materials, and communications; document decisions and action items; and ensure timely follow-up and closure of outstanding actions.
- Maintain integrated program schedules, calendars, milestone trackers, action and decision logs, risk/issue trackers, stakeholder lists, shared repositories, governance materials, and other program management documentation.
- Support development and maintenance of implementation plans and monitor progress against established milestones, deliverables, dependencies, and reporting requirements.
- Track Key Performance Indicators (KPIs), Technical Performance Measures (TPMs), schedules, deliverables, risks, dependencies, and action items; identify potential delays, overdue actions, or issues requiring corrective action or escalation.
- Support coordination of the research proposal lifecycle, including proposal intake and tracking, timelines, review activities, conflict-of-interest documentation, selection materials, and communications with participating organizations.
- Maintain documentation and trackers for Research Project Agreements (RPAs), project milestones and deliverables, modifications, subawards, project funding, reporting requirements, and other research portfolio activities.
- Assist with preparation of executive and sponsor-facing materials, including dashboards, status reports, leadership briefings, research portfolio updates, annual performance reviews, presentations, and other program communications.
Stakeholder and Partner Coordination
- Coordinate routine communications and collaborative activities among program leadership, Geneva, investigators, members, academic institutions, military organizations, federal agencies, industry partners, operational end users, and other stakeholders.
- Maintain current membership, stakeholder, partner, and capability information and support development and maintenance of partner and capability inventories.
- Support outreach, onboarding, and engagement of new partners, members, investigators, and collaborators.
- Track partnership activity, research collaborations, strategic opportunities, funding pursuits, and other measures of program growth, participation, and impact.
- Support development and dissemination of communications, presentations, research updates, meeting materials, and other materials that promote program engagement and visibility.
- Coordinate with Geneva functional personnel supporting award management, finance, contracting, procurement, regulatory compliance, communications, business development, subawards, and other operational requirements.
Program Execution and Continuous Improvement
- Organize and prioritize a moderate to high volume of complex work, proactively managing deadlines, dependencies, and follow-up requirements.
- Support implementation and consistent use of standardized program management processes, templates, documentation practices, and reporting tools.
- Identify opportunities to improve coordination, communication, workflow, documentation, and program efficiency and recommend practical solutions.
- Provide problem-solving and coordination support when activities are delayed, dependencies remain unresolved, or stakeholder actions require additional follow-up or escalation.
- Maintain awareness of applicable mission, governance, funding, sponsor, contractual, and compliance requirements and ensure activities are appropriately coordinated with program leadership and relevant Geneva functional teams.
